PLEASE SILENCE ALL CELL PHONES.

Transcription

1 Minutes Marion Soil and Water Conservation District (MSWCD) Workshop UDSA Service Center Conference Room 2441 NE 3 rd St., Ste , Ocala, FL June 26, :30 PM PLEASE NOTE: Individuals wishing to address the Board will need to sign in. A three-minute time limit will be administered to each of these individuals. PLEASE SILENCE ALL CELL PHONES. Thank you. Call to Order The meeting was called to order by Supervisor Richard McGinley at 12:44 PM. Roll Call Tom Cartwright, Treasurer Vivi Serena, Secretary Richard McGinley, Supervisor Absent Fred Ward, Chairman (Resigned) Justin Albright, Vice-Chairman (Absent) Others in Attendance Jill Dobbs, NRCS, arrived at 1:02 PM Jacqueline Freeman, MSWCD Staff Nick Godano, MSWCD Staff Ann Bishop, MSWCD Staff Proof of Publication Star-Banner June 13 th Florida Administrative Weekly April 3 rd Ocala Service Center s Front Window January 23 Marion County Board of County Commissioners First week of January Guest Speakers AGENDA 1) Fred Ward s Resignation Ann mentioned that the Board needs to take Fred off the bank accounts. She mentioned that she sent out all the notifications that Fred resigned. The Board discussed appointing another supervisor. Richard McGinley is going to talk to Bill Steele to see if he would like to come back on the Board. 2) Financials A. Summary of Accounts Tom reviewed the monthly statements and stated that they are all balanced. Any discrepancies in the books were all in the black, and Tom is going with what the bank states. He stated that he will have a zero balance at the next meeting and is working on the five percent. Ann mentioned the only account we were in the red with was petty cash. Tom stated that the Board can host a cost share seminar in October since the Board has money for this event and is per FDACS request. The Board discussed a general invite and where the location might be.

2 Ann reminded the Board that FDACS states any expenses should be listed as meeting room to qualify for a reimbursement. B. Signers Since the Board needs to take Fred off the accounts, they need to add another signer to the accounts and agreed that Vivi should be a signer. C. Direct Deposit Tom stated that it cost $50/month to do any electronic transfer up to thirty in a month. It was suggested that the Board inquiry at Community Bank. Tom stated that he could possibly get a waiver from them if our accounts were interest-bearing accounts. Tom mentioned that our contracts do not state that we need an interest-bearing account. He also asked the techs if they could ask the vendors if this is something they will do to justify the added cost. Tom stated then he can compare with Community Bank and SunTrust once we have a group of vendors. Tom also stated that if our vendors us Community it may just be an internal deposit at no charge. Tom also mentioned that it will take time to change accounts and the cost of getting new checks. D. Interest Bearing Accounts Tom mentioned that there is no need to establish an interest-bearing account since it is not recommended in our contracts. The bank can do this, but if we have this type of account we need to keep $1,000 in the account always, or we will receive a fee between $10-$20. Tom suggested we stay with what we know rather than something we do not. If the contracts demand, we need interestbearing accounts than Tom stated he would switch banks. He reminded the Board if we switch banks we need new checks. Someone suggested to also look at Regions Bank since they tried to work with agriculture accounts. Jill reminded the Board that they once offered to do an outreach program for the Board. E. Mobile Payment Options Ann mentioned that a mobile payment option is not offered at our bank. Ann researched options for mobile payments and found that the Square is probably the best option for our agency. PayPal is the second choice. The Square can be used offline where PayPal must be used online. Also, the Square has a little more versatility than PayPal. Both companies charge the same fees for the transactions and offer a free scanner; the fees would be passed onto the consumer like the County does. Which is a 2.75%. The mobile option would be beneficial when we start selling Plat Books. The Board agreed that the Square would be the better option. F. QuickBooks Ann mentioned that all the accounts are entered into QuickBooks and are balanced. The only account that had a discrepancy was petty cash. Ann mentioned that she did not enter individual credit cards yet and the reference numbers for the charges. She also needs to enter the vendor details. G. Disclosures Ann reminded the Board that the Financial Disclosures are due June 30 th. Ann is waiting on our auditor, who stated that they are doing ours. The supervisors in attendance stated that they completed theirs. Vivi asked about ethics training and where the supervisors can get the training. Ann mentioned that AFCD use to hold on during the State meeting and will see if they will be doing it this year. Jacqui mentioned that there is an ethics training online. H. MCBCC Budget Meeting Ann reminded the Board that our MCBCC Budget Meeting is on July 23 rd, 9 AM at the MCBCC Auditorium. Ann asked who would be in attendance. The Board asked Ann to remind them again at the next meeting, and it was suggested that they more supervisors that show up the better. Richard

3 mentioned that he has been meeting with Commissioners and that he has a meeting with Mounir on July 11 th ; the administrator and has been meeting with Commissioners. 3) Meeting Protocols A. Agenda The Board agreed that they should stick to the agenda during meeting and not astray from it. B. Attendance Ann mentioned that attendance is critical, we need three supervisors for a quorum. Therefore, if a supervisor cannot attend a meeting to call or Ann as soon as possible. The Board asked if we can review attendance during a meeting, at least twice a year. C. Communication The Board agreed that if you cannot attend a meeting to communicate with Ann as soon as possible that you are unable to attend. The Board asked Ann to see how the Board can get rid of a board member for not attending. 4) Plat Books Richard stated that he sold two ads and Vivi stated she sold one. The Board asked if anyone knew if Justin sold any ads or spoke with McBride; no one did. Richard asked about sales tax on the Plat Books and if we need to report a 990; Jill stated that it is included in the overall cost, and Ann mentioned that she already files a 990N biannually. 5) NRCS Report 6) FDACS Report A. Update Reviewed. The funding for the cost share contract was completely spent, as well as, $50K from the equine cost share for composting. The Board asked about the queue for next year. Nick stated that he does have a queue and will attend to this after his vacation. He stated that the process is a little different this upcoming year: the application goes to the State, then comes back to the tech, and then the tech, along with the producer, fill out the forms. The producers must answer nine questions on the application and must meet four of these questions to qualify. They also cannot have a cost share on a NOI in the past three years, or they must wait. Nick stated that he has a list of people and will discuss this when he gets back. Ann mentioned that the State did not credit us back the money on our technician invoice within the allotted time of forty days, so we received interest for seven days in the amount of $1.25. B. Contract Amendment The Board agreed to sign the amended contract. Ann will send it out once it is signed; the State needs to have it back as soon as possible to extend our contract for another year and send us the advancement funds. C. Payments 1) Derek Strine The Board agreed to pay Derek Strine, $50,000 for an equine compost facility, since he completed his contract. 2) Barbara Jean Douglas

4 The Board agreed to pay Barbara Jean Douglas, $4, for fencing, since she completed her contract. 3) Niall Brennan Stables The Board agreed to pay Niall Brennan Stables, $12,750 for composting manure, since he completed his contract. The Board discussed the issue of the manure in the lime pit. D. End of Year The Board spent all the money for the cost share. The reporting for all our cost share contracts are due and Ann is finished with all these except the technician one which she is working on. E. Ticket This was discussed after the meeting since it was a personnel issue, it does not get recorded in the minutes. 7) Staff Report & Recap Jacqui apologized for missing the Board s last meeting, since she had commuted a lot that week and want an administrative day in the office. She stated that her training is officially over on June 30 th, and she is working on five enrollments: building her rapport. Jacqui stated that she has a tentative plan and goals that she is wanting to accomplish this year. A. AFCD Supervisor Training The Area II Meeting is June 28 th at 10 AM in Gainesville. The AFCD, State Meeting is August 23 rd thru 25 th. Ann asked who is attending. Jacqui and Ann will be attending the one in Gainesville. Vivi and Ann will be attending the State AFCD Meeting. Jacqui is tentative. However, Vivi and Jacqui do not know if they will be attending all three days if they go. B. Scholarship Application The scholarship agreement and application are completed, since we have three signatures on the contract agreement. Tom just needs to write a check, and Ann will deliver it to the Foundation. C. Storage Ann mentioned that we are still in the process of changing storage units; we have not been able to due to the rain. Vivi stated to call her when we do, maybe she can help. D. Large Scale Amendment Reviewed. 8) Upcoming Events End of Quarter/State Fiscal Year June 30 Financial Disclosures Due June 30 AFCD Training (Gainesville) June 28 Fourth of July (Office Closed) July 4 FDACS/SWCD Admin Meeting (Gilchrist) July 9 MSWCD Meeting July 10 FL Sales Tax Reporting Due July 19 MCBCC Budget Workshop (MC Auditorium) July 23 MSWCD Workshop July 24 9) Tentative Agenda for MSWCD Board Meeting Tuesday, April 10, 2018 at 12:30 PM. 1) MSWCD Board Minutes 2) MSWCD Board Financial Report

5 3) Motion to strike, the approved motion on April 10th, MSWCD consent agenda to celebrate National Volunteer Appreciation Week by taking the volunteers to lunch one day, the week of April 15th 22nd. 4) Motion to use pictures on the front cover of the new plat book rather than the Marion SWCD logo. 5) Motion to give previous advertisers first pick at the advertisement locations in the new plat book 6) Motion for only one person to solicit the covers of the plat book, but the advertisements located inside the book can be solicited by everyone. 7) Motion to approve payments for George MacKay for a well in the amount of $5, and for Dustin Enochs for fencing in the amount of $4, ) Motion to sign the contract agreement for Heather Mongus to begin her cost share. 9) Motion to sign the contract agreement for Barbara Douglas to begin her cost share. 10) Motion to approve and for Fred Ward to sign the amended Equine Cost Share Contract. 11) Motion to approve Richard McGinley to sign on behalf of Fred Ward the amended Central Florida Cost Share Contract. 12) Motion to purchase six, 10.5 inch I-pad tablets with 258 GB. 13) Motion for a new agreement letter between MSWCD and the technician(s) be written and signed, when the FDACS technician contract changes. 14) Motion to approve Jacqueline Freeman to utilize a district credit card for only business transactions. 15) Motion to approve the donation of twenty water bottles to the Marion County Special Olympics Volleyball Teams. 16) Motion to approve the suggested price for advertising and for an additional 10% off these prices until August 1 st. 17) Motion to approve two comp books with each full page purchased on the inside front and back cover of the plat book, or one comp book with each half page purchased on the front and back cover of this book. 18) Motion to approve payment to Barbara Jean Douglas for completion of her cost share contract in the amount of $4, for fencing. 19) Motion to approve payment to Derek Strine for completion of his cost share contract in the amount of $50,000 for an equine composting facility. 20) Motion to approve payment to Niall Brennan Stables for completion of his cost share contract in the amount of $12,750 for manure composting. 21) Motion to approve the signing of the amendment to Cost Share Contract # ) Motion to take Fred Ward off the accounts and have Vivi Serena as the new signer on the accounts. 23) Motion to plan a cost share seminar during the month of October. 24) Motion to use the Square for mobile payments and to pass the transaction fees onto the consumer. 25) Motion to communicate as soon as possible, via or the phone, with the Executive Administrator when you cannot attend a meeting. 26) Motion to follow the agenda accordingly. 27) Motion to review attendance twice a year. 10) General Public Comments 11) Supervisor Comments Richard McGinley suggested that each supervisor sign up for the Citizen s Academy with the County. 12) Meeting Adjournment PROPOSED MOTION: Vivi Serena motioned to adjourn the meeting at 1:58 PM until our next scheduled meeting; Tom Cartwright seconded; all were in favor. Our next Board Meeting is scheduled for July 10, 2018 at 12:30 pm at the USDA Ocala Service Center. MSWCD s regular meetings are held at 12:30 pm on the 2 nd Tuesday of each month and their workshops are held the 4 th Tuesday of each month at 12:30 pm. Both meetings are located at the USDA Ocala Service Center s Conference Room at 2441 NE 3 rd St., Ste 204-2, Ocala, FL For more information, call (352)